PLEASE NOTE THIS ROLE IS BASED IN PAKENHAM FULL TIME IN OFFICE

About the role

Savage Air are seeking a highly organised and proactive Office Administrator to join our HVAC business in Victoria, Australia. The successful candidate will play a critical role in ensuring the smooth operation of our office, supporting our team in delivering high-quality services to residential clients and new build projects. This role requires excellent communication skills, attention to detail, and the ability to multitask in a fast-paced environment.

Key Responsibilities:

Administrative Support:

Manage daily office operations, including answering phones, responding to emails, and handling customer inquiries.

Help Schedule appointments, coordinate service calls, and manage technician & sales calendars for residential and new build projects.

Maintain accurate records, including client details, job schedules, and service reports, using Podium (CRM) and Aroflo (job management software)

Financial Tasks:

Prepare and process invoices, quotes, and purchase orders for clients and suppliers.

Assist with accounts receivable/payable, including following up on overdue payments.

Reconcile bank statements and maintain financial records in collaboration with the business accountant.

Customer Service:

Act as the first point of contact for clients, providing professional and friendly service.

Handle customer inquiries, complaints, and follow-ups to ensure high levels of satisfaction.

Coordinate with technicians to provide clients with updates on job progress.

Inventory & Supplies:

Monitor and order office supplies, tools, and materials required for HVAC and plumbing services.

Liaise with suppliers to ensure timely delivery and competitive pricing.

Compliance & Documentation:

Ensure compliance with industry regulations and standards (e.g., Plumbing Industry Commission and VBA requirements in Victoria).

Maintain up-to-date records for licenses, certifications, and insurance documents.

Prepare and submit necessary documentation for Veecs work and compliance certificates.

Maintain Recycling Certificates

Team Coordination:

Assist with onboarding new employees, including preparing contracts and organising training.

Skills & Qualifications:

Essential:

Proven experience in office administration, preferably in a trade-related business (HVAC, plumbing, construction, etc.).

Strong organisational skills with the ability to prioritise tasks and meet deadlines.

Proficiency in Microsoft Office (Word, Excel, Outlook) and experience with job management or accounting software (XERO & AROFLO).

Excellent verbal and written communication skills for interacting with clients, suppliers, and team members.

Ability to work independently and as part of a small, collaborative team.

Desirable:

Familiarity with the HVAC and plumbing industry, including terminology and processes.

Experience in customer service or client relationship management.

Basic bookkeeping or financial administration skills.

Knowledge of Victorian business regulations and compliance requirements (desirable).

Personal Attributes:

Professional, approachable, and customer-focused demeanour.

High attention to detail and problem-solving skills.

Ability to handle sensitive information with confidentiality.

Adaptable and able to thrive in a dynamic, small business environment.

Working Conditions:

Office-based role in Pakenham, with occasional travel to job sites or supplier locations if required.

Standard business hours 7:30am - 4pm Monday to Friday, with flexibility for occasional after-hours support during peak periods.

Opportunity to work in a supportive, family-oriented business with a focus on quality service delivery.

What we offer

Your role comes with a strong remuneration package made up predominantly of a base salary dependant on the experience you bring. But Also Can Included Bonus When Excelling At Work

Job security - long term, ongoing work

Be part of a growing business

Great potential to grow within the company

Work in an industry that never stops

Immediate start!

You will get to be part of an awesome team environment

Beers, barbeques, and lots of fun social events – you’ll need a sense of humour!

About us

Savage Air PTY LTD is a leading provider of Heating and Cooling services in Melvbourne. With over a decade of experience, we pride ourselves on delivering exceptional customer service and innovative solutions to our clients. Our dedicated team is the backbone of our success, and we are committed to fostering a positive and inclusive workplace culture.

If you're an experienced Office Administrator who is excited to join a dynamic and growing company, we'd love to hear from you. Apply now to take the next step in your career.